March 26, 1999, Revised February 2, 2000
Author: Shirley Higgins
Approved by: Catalog Dept. Section Heads
Minor revisions, February 11, 2008
a) Look at the "cat date" in the bibliographic record to see if the book has been recently cataloged. If the book has recently been cataloged, check the item status. If the status is dash (-), the book has already been EV'd and distributed and may be shelved in the stacks or on a shelving truck in the stacks. If the book has soft cover, it may have been sent to Bindery, and the status will be "a." If the status is "i," the book is still being processed in the Catalog Dept.b) If the book is not cataloged, check the received dates in the order record to give you an idea of where the book might be in the department. If the received date is very recent (1-14 days), the book is probably in the Receiving Unit of the Acquisitions Dept. on a book truck or on a shelf in the review room. Books are arranged in the review room according to the selector's initials. They are held there for approximately 1 week and then placed on the tattle tape and property stamp truck where they may stay for up to a week. If the received date is within 1-2 months, books should be in the Catalog Department. Determine the appropriate section by the type of copy. Books are generally shelved chronologically (arranged by received date). Streamers usually have the received dates marked on them.
c) Use the InnoPac (and OCLC record, if needed) to determine the type of copy available, which should tell you which section may have the book.
d) Also use the InnoPac or OCLC record to note the size of the book, the branch, and the received date--all of which are helpful when searching.
2. Gifts, standing orders, and older records
do not have order records attached to them. They usually have only an
item record and a brief bib record, and sometimes only a brief bib record.
Check the dates they were last updated or created for a clue as to approximately
when the book was received and where the book might be located. Also search
these titles on OCLC to see what copy is available and use this infomation to
determine where to search in the Catalog Dept. (see "Where to search for books
by section" below).
3. Check for notes in the order record or
the item record that may give additional information needed in locating a serial
analytic, working paper, replacement, added copy, etc.
NOTE: Serial analytics that are found in
the OSM section without a call number label must be checked in by Virginia Pulido
in the Acquisitions dept.
NOTE: Because of special binding practices,
patron requests for Music materials are handled by Music Section staff using
separate procedures.
2. Sometimes we receive a different edition than was ordered. If this is not caught and resolved by Receiving staff, catalogers, or EV, we end up with two records in InnoPac for the same book (one has the wrong edition or publication date). If you suspect this has occurred, compare the received date in the order record of the requested item to the cat date of the other item. If they are close, make printouts of both records and bounce them to Shirley or Jessica for resolution. If the cataloged copy is available, either retrieve it and send it along to fill the patron request, or indicate the call number on the "in-process request" form and let the patron retrieve the book.
3. Sometimes books can slip through and end up in the stacks labeled, but uncataloged. This is more likely to have happened with older books. It's a good idea to do a stack check for an older item that is not found in the Catalog or Acquisitions Depts.
4. If a book has an IP number, it may be
shelved in the IP stacks.
a) Generally, if copy is available, the requested book is cataloged and labeled before being sent to the patron. BML, MCL, and SIO books must be cataloged prior to charge-out, and may therefore require rush original cataloging. IR/PS, S&E, SSH, and UGL patron requests that cannot be cataloged immediately may be charged-out using "IP" (in-process) number labels (which are basically accession numbers). IP numbers have been pre-printed on self-stick labels located at the Copy Searchers' desk. Apply IP labels to the book spine or front cover, just as call number labels are applied, and pencil the IP number on the fly leaf. Also record the IP numbers used on the IP number roster which is kept with the IP stickers. For California documents use the "Cal IP" numbers. Enter the IP number in the 099 call number field of the item record (sometimes we need to create an item record). Also verify or add the barcode to the item record, and add a message: "Upon return from patron please send book to [cataloger's name], 0175-K, [initial and date]" Upon return from patron the book is cataloged.
b) Fill out the bottom portion of the In-Process request form. Indicate the action taken (cataloged, or IP number assigned, etc.), initial and date. Insert the original pink slip in the book. File a photocopy of the slip in the patron request box on Roz's shelf.
c) All cataloged books for all branches are labeled and reviewed in the EV section. SSH, S&E, IR/PS, and UGL books are put on the Patron Notify shelf or Library Express shelf in the Access services area. IR/PS reserves are mailed. Books requested by ILL are placed on the appropriate shelf in DBM.
d) Books that are unbound (loose-leaf, stapled, or spiral-bound) for SSH, UGL, and IR/PS are taken to the Preservation Dept. to have a temporary binding applied. The book can then be labeled and processed by the students in the EV unit. EV will insert a message in the item record instructing circ staff to send the book to Bindery when returned by the patron.
2. If the book is not found:
a) Indicate "not found" on the In-Process request form and return it to the appropriate person and branch. File a photocopy of the slip in the patron request box.
b) Change the item status to "s" (missing) and insert a message with date in the item record: Book is missing. If found send to [name] for cataloging. 021099c) If Access Services has not already done so, inform Acquisitions Dept. Ordering staff that the piece is missing so that they can initiate steps to re-order the item.
Geisel Library Acquisitions Dept.:
Jessica Miramontes, x41250, 0175A
Dave Fisher, x41221, 0175A
SSHL Access Services: Jason Chodur, x20338, 0175L
BML: Patty Carranza, x43253, 0699
CMRR: Jan Neumann, x46199, 0401
FVL: Stephen O'Riordan, x45784, 0175L
ILL: Bob Brault, x41212, 0175L
IR/PS: Helen Chtourou, x47785, 0514
MCL: Jaime Quebada, x37701, 8828
S&E:
Jack Neves, x49732, 0175E
Wayne Kitchen, x49732, 0175E
SIO:
Shelly Shaffer, x41223, 0219
Gina McCollough, 43275, 0219